Vetan Sathi Privacy Policy

Effective 22 October 2026

This policy explains what personal data Vetan Sathi collects, why, who can see it and the choices you have, under India's Digital Personal Data Protection Act, 2023. The same policy is shown in the app under Settings → Privacy Policy.

Who we are

Vetan Sathi is an attendance and payroll app run by Wanhere & Sons, Siddhivinayak Colony, Bapdev Nagar, Kiwale, Dehu Road, Pune 412101, Maharashtra, India ("we", "us").

Your employer uses Vetan Sathi to record attendance, leave, expense claims and payroll details. For this information your employer decides why and how it is used (they are the "Data Fiduciary"), and we process it on their behalf (we are their "Data Processor"). For company accounts created on vetansathi.in, we are the Data Fiduciary.

What we collect

Profile: name, mobile number, email address, employee ID, department, role, supervisor and allotted work site — entered by your employer.

Details you add: date of birth, blood group, emergency contact and address.

Payroll details entered by your employer: PAN, ESIC number, EPF/UAN number and bank account details. We do not collect Aadhaar.

Payroll (only if your company uses it): your salary and its parts, deductions (such as PF, ESIC, Professional Tax and TDS), days paid, and the payslips your company prepares. Payment details of expense claims, including proof screenshots added by the person who paid.

Attendance: the time of each Punch In and Punch Out, a selfie taken at that moment, your GPS location at that moment, the address worked out from it, and the result of the face check (passed, not passed, or not available on the device).

Leave applications, expense claims and the receipt photos you attach, and approvals.

Notifications: your notification choices, the notifications sent to you, and a notification token for your phone (a code that lets us deliver notifications to it).

Shift Map (only if your company turns it on for you): your phone's location every 2 minutes or every 100 m between Punch In and Punch Out, with its accuracy.

Tasks given to you by your supervisor or company, and the notes you add when you complete them.

Basic technical information needed to run the app, such as the app version and sign-in records.

Location

By default, your location is read only at the moment you Punch In or Punch Out, to check that you are at your work site. It is not tracked at other times.

Shift Map: your company admin or supervisor may turn on Shift Map for staff who travel for work (for example sales, delivery or service staff). You receive a notification when it is turned on. Your phone then records its location every 2 minutes, or each time you move about 100 m, only between your Punch In and Punch Out. Recording stops at Punch Out, and our server refuses locations from outside that time. On Android, a small "Vetan Sathi · On duty" notification is shown while you are punched in.

Shift Map is used to show your route and the distance travelled that day to you, your supervisor and your company admins — for example, to plan field work or check travel claims. You will be told when it is turned off. If you have concerns about it, please speak to your employer, or contact us using the details below.

Fake-GPS / mock-location apps are detected and such punches are refused.

Face check at Punch In / Punch Out

Before the punch selfie is taken, the app asks you to do two simple actions (such as blink, smile, or turn your head left or right). This checks that a real person is in front of the camera, so that a photo or a recorded video cannot be used to punch for someone else.

The check runs entirely on your phone, using Google ML Kit face detection. The camera picture is looked at only while the check runs; it is not saved and not sent to us or to Google. We do not create or store a face template, faceprint or any other biometric identifier, and the check does not try to recognise who you are.

Only the result is saved with your attendance record — passed, not passed, or not available — together with the punch selfie described above. Your supervisor and company admins can see this result.

If the check cannot be completed (for example in poor light), you can still take the photo and punch; the punch is marked for your supervisor to review. Nobody is stopped from marking attendance by the face check alone.

To prevent misuse, the number of unsuccessful tries is remembered on your phone until the end of the day.

Notifications

Vetan Sathi can send three kinds of notification, each of which you can turn on or off in Settings → Notifications: work alerts (for example, your leave or claim was approved, or a request is waiting for your approval), notices from your company, and app updates & news from Vetan Sathi.

App updates & news are sent only if you say Yes when asked, and never contain advertising.

To deliver notifications to your phone we store a notification token for it and send the title and message through Google Firebase Cloud Messaging (Android) and Apple Push Notification service (iPhone). The token is removed when you log out, and deleted automatically if the app is not used on that phone for 90 days.

Notifications are also shown under the bell icon in the app for 90 days, and deleted from our systems after 120 days.

Why we use it

To record and verify attendance, work out working hours, leave and overtime, process expense claims, prepare payroll and statutory records (such as PF and ESIC) for your employer, let you reset your password, keep the service secure, and answer your support requests.

We do not sell your personal data, and we do not use it for advertising or for any purpose your employer has not asked for.

The home screen may show banners about Vetan Sathi and offers from businesses. Banners are the same for everyone in a company or area; they are never targeted using your personal data, and tapping one only opens its web page. You can report an unsuitable banner to us using the contact details below.

Who can see it

You can see your own records. Your supervisor can see the attendance, leave and claims of their team. Your company's admins can see everything about the company's employees. PAN and bank account numbers are shown masked and only to you and your company's admins.

We share data only with service providers who help us run Vetan Sathi — secure cloud hosting and database (Supabase), email delivery for codes and notices, notification delivery (Google Firebase Cloud Messaging and Apple Push Notification service), and map images (OpenStreetMap map tiles, which receive only the map area being viewed, not your location history) — under confidentiality, or when the law requires us to. Some of these providers may process data on servers outside India, as permitted by Indian law.

How long we keep it

Punch selfies are deleted automatically 12 months after they are taken; the attendance record itself (time, place, face check result) is kept.

Notifications are deleted after 120 days, and phone notification tokens after 90 days without use (or at logout).

Shift Map locations are deleted automatically after 90 days.

Other records are kept while your employer uses Vetan Sathi and as long as the law requires them to keep wage, attendance and statutory records. When an employee is disabled, their history is kept for these records but they can no longer log in.

If your employer stops using Vetan Sathi, their data is deleted or handed over to them as they instruct, except where we must keep it by law.

How we protect it

Data is encrypted in transit (HTTPS). Each user signs in with their own account and can only reach the data their role allows; these rules are enforced on the server, not just in the app. Selfies and receipts are stored privately and shown only through short-lived secure links. Passwords are stored only as secure one-way hashes.

No system is completely secure. If a breach affects your data, we will inform your employer and the Data Protection Board of India as the law requires.

Your rights

You can ask to see your data, correct or complete it, or have it erased where the law allows, and you can withdraw consent you have given (for example, for app updates & news). You may also nominate someone to exercise these rights for you.

Most requests are handled by your employer, as they control your employee records — you can also write to us and we will pass it on or help.

Withdrawing consent or asking for erasure may mean you can no longer use features such as attendance marking, and your employer may still keep records the law requires.

Deleting your account

You can delete your account at any time in the app: Settings → Delete Account. Your login is deleted at once and you are logged out; the personal details you added (blood group, emergency contact, address) are erased and notifications to your phone stop.

Your employer keeps its records of your employment — attendance, leave, claims, payroll and payslips, and the PAN / UAN / ESIC and bank details used for statutory records — as employers are required to by law.

A company owner can delete the whole company in the same place. Everyone in the company is logged out at once, and all the company's data is permanently deleted after 30 days.

You can also ask us to delete your account by email (details below, or vetansathi.in/delete-account).

Children

Vetan Sathi is meant for working adults. Employers must not add anyone under 18 without the verifiable consent of a parent or lawful guardian, as the law requires.

Changes

We may update this policy. The effective date above shows the latest version; for important changes we will tell you in the app.

Contact & Grievance Officer